Administrative Assistant

St. Mary's University•San Antonio, TX

23h•Onsite

About The Position

The Administrative Assistant for Student Development is responsible for the management of the Campus Life Front Office and provides support to the divisional offices housed within the Campus Life Suite of the University Center. This position will provide support to a group of departments (Community Engagement, Dean of Students, Student Integrity and Welfare, and Student Life). This position will work collaboratively with staff within the division as well as other areas of the university.

Requirements

High school diploma or GED required
Must have three (3) years of demonstrated administrative experience in office management, bookkeeping, paralegal, or legal assistant experience strongly preferred
Must clear and maintain a favorable background investigation and clearance
Must have the ability to demonstrate high proficiency in MS Office (Word, Excel, Outlook, and PowerPoint), Teams, Zoom, or similar online/virtual meeting platforms.
Must have excellent verbal and written communication skills.
Strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; an ability to work effectively with communities across the university; an ability to maintain effective communication with all staff in the Student Development area in order to maintain a welcoming environment and well-informed team approach.
Must have high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; displays solid problem-solving and interpersonal skills; works well independently and as part of a team.
Must have strong discretion to complete work assignments. Initiative is frequently required to complete work assignments. Decisions are made regarding policy interpretation and individual work priorities
Must have the ability to demonstrate a capacity for leadership and the commitment to work collaboratively with a diverse and dynamic community.
Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines
Ability to manage, follow up, work in collaboration, and finalize projects, crisis situations, and other issues that may arise
May be required to work more than 40 hours a week to accommodate University events and projects.

Nice To Haves

Bachelor's degree is preferred.
Bilingual Preferred (English/Spanish with the ability to understand and to make oneself understood to Spanish-speaking individuals)
Experience and or proficient skillset with spreadsheets, database management, data formatting and reporting, and/or Enterprise Resource Planning Systems (Banner or similar) is highly preferred
Ability to leverage AI-supported tools to efficiently manage front-office operations, including responding to student and visitor inquiries, organizing services, generating accurate documentation, and identifying opportunities where automation can enhance the overall office efficiency desirable.

Responsibilities

Fosters a collaborative approach and maintains good relations with all members of Student Development and other University offices and departments
Provides comprehensive administrative support in daily activities for the departments.
Handles all incoming and outgoing correspondence and inter-office communications, visitors, and scheduling of appointments or meetings for departments; answers telephones, manages mail, makes copies, files, maintains general office supply inventory, and submits facilities service requests. and processes work orders.
Creates, composes, and edits documents, presentations, and reports.
Creates and maintains databases.
Maintains filing records as per department policy
Assembles and disseminates information as requested for internal and external individuals or organizations.
Assists with the monitoring and reporting of departmental budgets; manages/tracks invoice payments, purchasing of office supplies, payroll and personnel procedures, conference/ travel arrangements, and expense reimbursements
Plans, arranges, and secures resources and logistical details for various special events, special projects, student programming, or meetings by securing room(s), virtual resources, and managing digital requirements.
Provides support for setup/execution, distribution of materials, catering, and other related planning details, ensuring all plans are executed appropriately.
Arranges, supports, and attends meetings, events, or conferences as requested or deemed appropriate.
Invites required participants and documents meeting results, including attendance logs, minutes, and/or action items.
Consults with directors and professional staff on action items and ensures materials are distributed in a timely manner.
Hires, trains, guides, and supervises the student workers.
Creates and fosters collaboration efforts with other student staff members housed within the front office area by working and communicating with their direct supervisors
Supports department functions via various student service software programs (RattlerTracks; GivePulse; Maxient; Banner; Catertrax, etc.) as needed
Assists with coordination of department efforts to provide for student welfare and access to student wellness resources
Secures physical student case files as required by law or University policy, as well as all office files, including confidential materials
Provides direct support to departmental, divisional, and institutional programs, as needed, to manage time-sensitive projects and to ensure priorities are handled with a high degree of professionalism and confidentiality
Serves as a point of contact project person and takes on non-routine projects that generally require coordinating between various offices.
Performs other duties as assigned